Admin Committee Minutes 2004 11-04-04 i
Page 1 of 11 APPROVED 12/01/041
UNITED CITY OF YORKVILLE
ADMINISTRATION COMMITTEE MEETING
THURSDAY, NOVEMBER 4, 2004 6:30 PM
City Hall Conference Room
PRESENT:
Mayor Art Prochaska (arrived 7: l Opm) Chief Harold Martin
Alderman Paul James Treasurer Bill Powell
Alderman Joe Besco Finance Director Traci Pleckham
Alderman Larry Kot (arrived 6:45pm)
The meeting was called to order at 6:30pm by Chairman Paul James.
OLD BUSINESS
1. MinutesforApprovaUCorrection: October 7, 2004
The minutes were approved as read.
2. Monthly Updates:
There was no further discussion of these items, however, Ms. Pleckham said that she had
the reports for the website status and Financial Tracking Worksheet. These documents
were not included in the agenda packets.
3. Monthly Budget Report
It was noted that the budget is at 33.3% of the fiscal year, the revenue /expense percent vs.
budget amount was right at 30% and the expenses were less than revenues. Ms.
Pleckham reported that this report was given to elected officials as well.
This report will be moved forward to C.O.W. for information.
4. Draft Tuition Reimbursement Policy
Attached to the reimbursement policy was a letter drafted by Ms. Pleckham that outlined
the possible changes for the policy. Following are those questions (italicized and bolded)
and the resolution:
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1. Should a probationary period be implemented?
The committee decided that the individual should be employed one year prior to
reimbursement.
2. Should there be a repayment schedule when an employee leaves and how long?
A current program in place for Downers Grove includes the following repayment
schedule if an employee leaves before 2 years after the completion of classes:
If an employee leaves within 6 months —they repay 100%
If an employee leaves within 7 months to 1 year —they repay 75%
If an employee leaves within 13 -18 months they repay 50%
If an employee leaves after 18 months and up to 2 years they repay 25%
The committee agreed that an employee should stay 2 years after completion of classes.
Those who are currently taking classes would be grandfathered.
It was noted that if an employee left due to illness, the charges could be waived. In
addition, Chief Martin noted that, hypothetically, legislation could allow retirement after
26.5 years. It was decided that this could qualify for a hardship case and that wording
should be included for "hardship" cases or "events beyond the employee's control ".
Ms. Pleckham stated she had spoken with the Labor Attorney regarding employees
currently taking classes and how any changes might affect them. The Attorney
determined that the changes would only affect employees from this point forward, i.e.
after the changes are approved.
Chairman James suggested putting these changes into a revised draft using the repayment
schedule noted above. Mr. Powell said language is needed for "hardship" cases, such as
medical condition, spouse is transferred, etc. should be considered by the Council. The
Labor Attorney will be consulted regarding the proper wording.
3. Should there be grade limitations for employee reimbursements?
A graduate degree program requires the employee to receive a grade of "A" or "B ".
Currently, assistance is offered for a "C" or better. After a brief discussion, it was decided
that 100% reimbursement would be paid for a grade of "C" or better, providing the class
counts towards your degree.
4. When should reimbursement take place?
While some aldermen favored reimbursing the tuition after the class is completed, Chief
Martin said that some employees would not be able to take classes if they had to pay
upfront for them. Deferred billing was also mentioned as an option, however, the Chief
noted that many colleges do not allow that. Another suggested option was to pay a
percentage of the cost upfront.
To clarify the current process, Chief Martin said the following: currently the City pays
the registration and grades are brought in after class completion. If an employee drops a
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class, the full amount must be repaid. Though this point is not in writing, the current
policy states an employee must receive a grade of "C" or better in order to be reimbursed.
Alderman Kot asked what would occur if an employee resigned. Ms. Pleckham stated
that a consent form would need to be signed by the employee that would allow the money
to be taken from the final paycheck. Mr. Kot said that the City has a good relationship
with their employees and feels that by changing the policy on this item, it might send the
wrong message.
It was decided that tuition would be paid by the City at the time of registration, however, a
consent from would need to be signed by the employee at that time. The consent form
would allow money to be taken from wages if the employee does not or cannot pay.
S. Should a deadline be formalized for submitting requests for reimbursement?
Alderman James said he favored the submission of a request two months prior to budget
approval by February 1 The requests would also be considered on fund availability if
the request was submitted after that date. Chief Martin stated that the Police Department
divides the available money by the number of officers taking classes. He added that
tuition reimbursement is not part of their union contract.
6. Should language be incorporated in the policy to include not only "courses relative
to work assignments ", but also courses for career development?
It was agreed that a class should have supervisor approval and be related to their position.
Chief Martin suggested allowing the department head to approve /disapprove classes. Ms.
Pleckham added that the current policy states that reimbursement requests must be
submitted to the Mayor and Council, however, with the revisions the department head
would handle the submission requests. It was also agreed that the term "career
development" might be vague.
Mr. Powell said there are 2 "pots" of money; one for courses related to the employee's
position and another related to career development. An example was given of employee
Jennifer Woodrick who submitted a plan for a 4 -year program, but currently is taking an
elective which is part of her program. It was noted that electives are permissible if they
are part of a degree program. Chief Martin added that there must be some latitude in the
approval of courses.
It was agreed that the decision about course approval should rest with the supervisor,
however, if clarification is needed, the matter will be brought before City Council.
Alderman Kot asked if there is language to cover those situations where courses are not
approved. The Police Department currently has no written policy, but the decision is left
to the department head. Alderman Besco suggested language to convey there are "no
guarantees ".
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In conclusion, Ms. Pleckham will draft a revised policy with language stating that requests
for reimbursement should be submitted to the department head and to possibly limit the
number of classes per employee, unless no other employees are requesting reimbursement.
After the changes are approved, they will be merged into the current employee manual.
This item will be brought back to the Administration Committee.
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S. Draft Donation/Sponsorship Policy
Finance Director Pleckham presented a policy draft for donations /sponsorships noting that a
$250.00 limit was written into the policy. Mayor Prochaska said there are different kinds of
sponsorships: one being a donation form of sponsorship and another being an actual sponsor
of something. If the City were an actual sponsor, a line item would be included in the
budget. Major events such as Fourth of July or Riverfront Festival must be considered
separately since $250 would not be adequate for these events.
Mr. James summarized this policy as being drafted for the purpose of non - budgeted line
items. Mayor Prochaska suggested a certain amount available in the line item and granting
of this money would be on a first -come, first- served up to a maximum of $250. He also
pointed out that the City "sponsors" an event when manpower or other services are provided
by City personnel. In this case, money would not be taken from that line item. He felt the
City Council should determine the budgeted amount.
It was suggested by Mr. James to identify events that the City will sponsor. Any new events
would be subject to approval by the Council and then placed into the budget for the coming
year. Alderman Kot said language should be included under the "Sponsorship Guidelines" to
reflect that money is awarded on a "first come, first served" basis and when the funds are
depleted, no other money will be available.
The revisions to the draft will be made and the policy will be brought back to the
Administration Committee.
6. Draft Wearing Apparel Policy
A memo from Intern Bart Olson relating to wearing apparel was discussed. Alderman Kot
said he thought part time employees should be allowed one shirt per year and that elected
officials should be included also. Mayor Prochaska said the question should be: does the
City want an apparel policy for non - uniformed employees? Currently, the Police
Department does have an apparel policy for their employees. Chief Martin said his
administrative staff wears khaki or black pants each day and one of five different colored
shirts. He strongly supported a City -wide policy since that apparel identifies employees as
City personnel. A security issue was mentioned by Alderman Besco who cited an instance
in Aurora in which an individual walked in to City offices wearing a City shirt obtained at
Goodwill.
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Mr. James suggested an apparel policy by department. Mayor Prochaska said a specific day
should be designated to wear a City shirt and also suggested an alternative of wearing ID
badges. The original intent of City shirts was for team- building. Ms. Pleckham said the
employees like the idea of having a shirt, purchased either by the City or personally. It was
discussed whether shirts should be offered to part-time employees.
It was decided elected officials would be included in the policy. The policy will be revised
to stipulate permanent (full and part time) employees will be given one shirt chosen by the
department. This item will return to Administration.
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7. Sick Time/VacationTime- Employee Pool Policy
Ms. Pleckham spoke with the labor attorney who recommended a "Voluntary Sick Leave
Pool ". This policy is needed for compliance with Hippa Laws since an individual's illness
cannot be discussed at a public meeting. Further, only sick leave (no vacation) time can be
donated and donations are kept confidential. Ms. Pleckham will incorporate the attorney's
suggestions into the draft.
This item will be brought back to committee. Alderman James suggested making all changes
to the handbook at one time.
8. Corporate Counsel Job Description
The committee had requested a list of services rendered by the City Attorney. It was
determined that approximately 20 hours a week are devoted to City matters, however,
meetings were not included in this tally. While there is not enough work to justify a full
time attorney, Mayor Prochaska pointed out there is a substantial backlog of work to be done
and some of these items are time - sensitive. He felt it would be beneficial to have an
attorney in the office on a part-time basis. There was discussion about finding a person
willing to work part-time.
Currently, there is no job description for the City Attorney and the position is based on state
statute. The hiring process would entail recommendation by the Mayor and a vote by the
City Council. A background check would also be required. Interviews would be conducted
by the Mayor or an appointed committee. Mayor Prochaska would like this job description
firmed up for the next budget year.
Chairman James stated that the committee must define what happens to the current City
Attorney if a part-time attorney is hired. It was agreed by the Committee, that the part-time
person could act as a liaison with the City Attorney. Mr. Powell asked if Dan Kramer could
hire an additional attorney who was dedicated to the City a certain amount of time per week.
If that were to occur, Mayor Prochaska suggested a job description still be implemented so
that expectations were clear and because that individual would then be a contract employee
for the City. Mayor Prochaska also made it clear, that the Attorney is appointed as City
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Attorney, not the law firm. Alderman James asked if Mr. Kramer could be approached
about having a staff member available to the City. Originally, Ms. Kelly Kramer was the
attorney to be available to the City, however, she became increasingly busy as well.
Alderman James asked if a paralegal is a possibility, however, a paralegal can only do
research and cannot write opinions.
Ms. Pleckham will draft a couple scenarios and this item will return to Administration for
further discussion. Mayor Prochaska posed the questions which needs to be addressed: are
we just appointing another City Attorney, how will it be different than the current situation
and how will it fit into the current structure.
9. Salary Survey: Mayor, Aldermen, Clerk and Treasurer
At the previous meeting of the committee, there was discussion regarding when the last
salary increase occurred. Ms. Pleckham found that for the Mayor it was 2003 and the
Aldermen in 2001. Mr. Powell added that the committee was going to address the amount of
those raises and also the cost of living (COLA). The salary could be increased each year by
having it tied to COLA and the COLA could also be capped. Alderman Kot stated a review
would be needed periodically and that the aldermanic position has changed.
Alderman Kot noted the following changes in pay:
Alderman: was $2400, now $3600
Mayor: was $5500, now $8500, ($7500 for Mayor and $1,000 for Liquor Commissioner
Treasurer and Clerk did not increase: $3600
Mayor Prochaska said the committee needs to examine the elected positions such as Clerk
and decide if it requires a full time person. It was noted that the Clerk position needs a
referendum to change from elected to appointed. When the population reaches 10,000, the
position must be elected. Mr. Powell suggested that the Treasurer position be an actual full
time staff employee in the future. Any action now, would not be effective until the 2007
election.
Chairman James suggested that next month the committee should discuss whether the
Treasurer and Clerk positions should be full time and also, elected or appointed. Alderman
Kot added that the Mayoral position should be the highest paid of elected officials and
Alderman Besco said money should not be the only incentive to run for office.
This issue will be brought back to Administration in January.
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10. Mayor Pro Tem Policy
Ms. Pleckham researched the state statute and found that there is a provision for Mayor Pro
Tem and Temporary Chairperson. A Mayor Pro Tem has full and complete authority when
the Mayor is not in the City or is incapacitated. He also has veto power. A Temporary
Chairperson facilitates a meeting, still votes as an alderman and can give instructions.
Alderman Kot cited a particular town that elected a Mayor Pro Tem for a one -year period.
After that year, a rotation system was used with the most senior person being next in line. .
He said a potential Mayor Pro Tem should be allowed to decline the position as well.
The Mayor said he favored a specific time limit. He added there is a need for someone to
lead in his absence, during a time of natural disaster.
Chairman James said two issues needed to be addressed: 1) identification of a Mayor Pro
Tem and 2) how to handle a meeting when the Mayor is absent. Mayor Prochaska said the
state statute needs to be examined to ascertain if that person could vote and other issues.
This will be re- examined at another meeting as a resolution.
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11. Grant Writer Update
Finance Director Pleckham said that the grant writer (Laura Ross) met with her and
summarized the status of the grants. Mr. James said he would like Ms. Ross to attend a
C.O.W. meeting for an update. Ms. Pleckham will ask her to come in January.
NEW BUSINESS
1. Assist First -Time Homebuyer Down PaymentAssistance Program
Chairperson James stated this program is approved each year and is on the agenda as a
formality. The report included in the agenda packet showed the participation level.
This item moves to C.O.W.
2. Part -time IT Tech Job Description
This item came from the Ad Hoc Technology Committee, which approved the job
description. Originally this position was designated to report to the City Administrator,
however, after some discussion with Administrator Graff, it was decided the position should
report to the Finance Director. The salary range would be $20 -$30 per hour. The verbage
which says "may be required to work flexible hours of work, i.e., weekends and nights for
computer upgrades or repairs" will be included in the position description. The Labor
Attorney will be asked to review that language.
This item moves forward to C.O.W. for discussion.
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3. RFQ Policy
Information was received from Alderwoman Burd that gave guidelines to allow all vendors
an equal chance to participate. At this time, there is no set policy dealing with RFQ's.
It was decided to bring this item back next month, in order to review the information
included in the agenda packets. The item will be presented in draft form at the December
meeting.
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4. Videotaping Public Meetings
This agenda item came from the Ad Hoc Tech Committee. The question raised by this
committee was: does the City desire to have public meetings videotaped on public access?
The Mayor said he felt it was beneficial to have City Council meetings televised for the
benefit of the residents and community. He further stated that when he first became a
Council member, the meetings were videotaped.
Waubonsee Community College will provide the equipment and the training. The cost of
training is about $100 per person. If the meetings will be televised, someone must be trained
to use the equipment. Molly Batterson of the Police Department, issued a memo seeking
letters of interest for this position, however, no responses were received.
The method of compensation was then discussed and the Mayor stated that the Labor
Attorney should be consulted on this matter. It was noted that an exempt City employee
could not be paid a stipend, but could work flex hours. An hourly person could receive
overtime or comp time. Mayor Prochaska asked Ms. Pleckham to draft some guidelines.
Alderman Kot suggested this position should be announced to the general public as well. He
added that perhaps a person involved with public access TV might be willing to videotape for
the experience. Other ideas were to place an ad in the paper, newsletter and on channel 17 or
to contact the high school for possible volunteers. Ms. Pleckham will contact WCC.
Mayor Prochaska suggested limiting the number of volunteers from 3 -5. Guidelines and a
list of requirements will be needed for any of these scenarios. At this time, only City Council
meetings would be taped.
This will be brought back to Administration in December.
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5. Tax Levy
Ms. Pleckham reported updated information had been received from the County regarding
EAV. Due to state delays, estimates only -were provided by the County. She explained that
in Option 2 in her letter, the "Limiting Rate" was the highest rate the City could levy.
Mayor Prochaska explained that in Option 1, the City would collect $130,416, down from
$203,740 last year.
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Mr. Kot said that in the Goal and Objectives meeting, one goal was to reduce taxes. He
asked Ms. Pleckham to draft a third option showing a reduction in taxes. Due to two recent
bond issues that passed, citizens' property taxes are going to increase. He would like to
accomplish a reduction in taxes and Mayor Prochaska agreed that he would like to see the
taxes decrease. Mr. Powell added a reduction would have a "compounding effect" and each
time taxes are reduced, it affects future years as well. He had concerns about funds being
used in areas other than the corporate area. He said the City must look at what the policy
will be when the corporate rates reaches zero.
Ms. Pleckham reported that a public notice for a public hearing must be published by
December 2, but it must be presented at C.O.W. prior to publication. The Mayor said Option
2 would decrease the taxes of over half of the town. He will ask the Council to examine the
trend of reduction of money.
This item will move forward to C.O.W. and a 3` option will be presented.
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6. Salary Schedule
An adjustment was made for the cost of living from the 2002 -2003 schedule using cost of
living percentages of 1.6 and 1.8. Ms. Pleckham had prepared a chart of salaries based upon
the Council- approved cost of living.
Alderman Kot asked about the status of the Public Works position. He would like to see this
aligned with other similar positions. Public Works Director Eric Dhuse is working with
Intern Bart Olson on the salary, due to concerns about the formulation.
This will move to C.O.W. for information.
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7. Nextel Contract
The Nextel agreement (not a contract) is for 2 years and actually decreases the rate plans by
18% and the cost of equipment by 30 %. Ms. Pleckham will ask for clarification on the Team
Share since the City has Team Share 600, however, the document states Team Share 400.
She believes the listed cost is correct. Alderman Besco asked if there was a need to have
Nationwide Direct Connect since it is an extra cost. Ms. Pleckham stated the intent was to
keep the same plan in effect as the City has now. She will compile a report for C.O.W. to
show the reduction in costs so the Council can see the plan difference.
This moves forward to C.O.W.
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8. SBC Long Distance Contract
This contract is for long distance and local toll service. At the present time, the City uses
AT &T. SBC did an analysis of the present service and showed how they could save money.
This contract will be the same length of time as the current agreement. Alderman Kot
commented that the SBC contract showed substantial savings for the City.
This goes to C.O.W.
9. Last Five Years Medical Costs
The issue of increased medical costs for the last five years was discussed. Alderman James
noted that the City continues to pay for the employee and the employee pay $1.00. Chief
Martin said that the Police Department contract allows only a $45 increase and he said pay
scales and benefits must be reviewed. Oswego police employees currently do not pay. He
stressed that the Police Department must remain competitive with other towns. Alderman
James said the committee should think about the increased costs and the fact that the City
still pays for the employee.
This item will come back in December for further discussion.
ADDITIONAL BUSINESS
Alderman Kot said that at a recent meeting, the issue of a standard memo format was
discussed. He felt it would be premature to require this until input is received from all
department heads. Administrator Graff will be asked to gather input and present it at the next
Administration meeting.
Mayor Prochaska asked Ms. Pleckham to document the SBC and Nextel figures, side -by-
side. This item could then proceed to the consent agenda.
The Mayor reported he has been working with staff regarding the Rt. 47 issue and financing
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of improvements. He is considering approaching the State to identify financing for Rt. 47
and have it tied in with development. Because of all the commercial development at Rt. 34
& 47, a new EAV could possibly be created. He will be meeting with the head of IDOT
next week. Commercial development would be asked to actually begin the development
process. Some of this development has been put on hold dependent on when the Rt. 47
upgrade is done. Mr. Kot asked if there was any federal money available. Currently there
are bills pending.
Mr. Powell asked about the status of the subdivision project being prepared by Intern Bart
Olson. He is still working on this project and is trying to identify future revenue streams.
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There was no further business and the meeting was adjourned at 9:20pm.
Minutes respectfully submitted by
Marlys Young, Minute Taker
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